To provide you with the most effective strategies for maintaining consistent candidate engagement, we’ve gathered insights from experienced professionals, including managing directors and CEOs. They share their top tips, from creating a candidate experience roadmap to developing a recruitment communication guide. Dive into these five expert recommendations to streamline your recruitment process and creating a great candidate experience.

Create a Candidate Experience Roadmap

To ensure candidate-engagement consistency, create a “candidate experience roadmap” with key touchpoints in your recruitment process. Stages include Awareness, where candidates learn about your company and positions via your website, social media and job postings. The Application stage involves CV submission, followed by screening, where you review applications and engage the shortlist. Interviews follow, where you’ll learn more about skills and experience. Finally, the offer stage extends an employment offer to the top candidate.

At each stage, ask: “How do you feel about the role with [us/company name]?” and “Has anything changed since our last conversation?” Inquiring about feelings reshapes the recruiter-candidate dynamic, promoting less formality. Asking about changes uncovers job offers, other opportunities or altered circumstances.

This method ensures all candidates enjoy a consistent, positive experience with your company, regardless of the recruiter or recruitment stage.

Rob Scott
Managing Director, Aaron Wallis Sales Recruitment

Implement Detailed CRM Note-Taking

We prioritize thorough note-taking in our recruitment CRM software to keep everyone within the team on the same page during interactions with employers and candidates. Minor details are crucial, especially in the later stages of the recruitment process.

Our commitment to transparency underscores the importance of this method, and every team member—from researchers to consultants—is dedicated to inputting extensive information to prevent misunderstandings. Additionally, given the extended lead times in our industry, these notes help us recall earlier discussions, even if they occurred months ago.

Trendy Tan
Marketing Senior, Kepler Search

Provide Regular Application Updates

I know it’s challenging to do, but we see to it that we update every applicant on the current status of their application. You can acknowledge the receipt of the application, update them when they’re already under review and let them know when there’s a schedule for an interview or exam.

You should also be more detailed about the update as much as possible, so you won’t have to answer follow-up questions. You can create a standard template for these, so you won’t have to repeatedly compose them. You can also automate these steps.

GEM Recruiting AI

Mark Damsgaard
Founder and Head of Client Advisory, Global Residence Index

Establish Clear Communication Protocols

To ensure consistency in candidate engagement across different stages of the recruitment process and among various team members, one effective method is to establish clear communication and documentation protocols. Create standardized templates and guidelines for emails, messages, and interview questions to maintain a consistent and professional tone throughout the process.

Additionally, use a centralized applicant tracking system (ATS) that allows all team members to access and update candidate information in real-time. Implement regular team meetings or check-ins to review candidate progress and provide feedback, ensuring everyone is aligned on the candidate’s journey.

This method promotes consistency, enhances collaboration, and delivers a unified candidate experience, regardless of the stage or team member involved in the recruitment process.

Sai Blackbyrn
CEO, Coach Foundation

Develop a Recruitment Communication Guide

I recommend following a standardized communication approach by developing a recruitment communication guide that outlines the expected messaging, tone, and response times at each stage of the hiring process.

Include a breakdown of the recruitment journey into clear stages, such as initial contact, interview scheduling, post-interview feedback, etc. For each stage, specify the messaging, preferred communication channels (e.g., email, phone, SMS) and the expected response time. Regularly train your recruitment team on the playbook and hold calibration sessions to ensure everyone’s on the same page. Periodically gather feedback from candidates on their communication experience and adjust the playbook as needed.

By having a standardized communication guide, you ensure that all team members engage with candidates in a consistent, timely and professional manner, no matter the stage or individual involved.

Carlos Trillo
Founder and CEO, Evinex


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